Museum Executive Assistant Jobs (NOW HIRING)

Nature of position: The Executive Assistant position launches a bright, curious person into the heart of a cultural institution from its decision-making processes to the presentation of invaluable assets to a global audience. The EA will work with the executive director and administrative team engaged in every aspect of a dynamic and innovative project to offer tools for imagination and change.

Position Summary

The Executive Assistant & Publication Coordinator provides executive-level administrative support to the Executive Director and serves as a primary liaison between the Executive Director's Office, the Museum's Board of Trustees, Board committees, and the Museum's Directors and leadership team. This position manages a wide variety of confidential administrative responsibilities, coordinates Board and leadership communications, supports organizational initiatives and special projects, and serves as a resource to the Administrative Office.

The position also serves as Production Coordinator for select Museum publications, managing production schedules, coordinating with authors, editors, publishers, photographers, and image rights holders, and overseeing print specifications and proof review. This position periodically provides administrative assistance to the Museum's Deputy Directors.

Essential duties & responsibilities

• Maintains the Executive Director's appointment calendar and daily schedule.
• Plans and coordinates meetings, teleconferences, Board meetings, and related logistics, including preparation of materials, food and beverage coordination, room setup, and audiovisual support.
• Organizes and maintains physical and electronic filing systems.
• Answers and screens calls, manages correspondence, and maintains Executive Director contact databases.
• Serves as a liaison between the Executive Director and the Board of Trustees by preparing Board communications, coordinating Executive Committee and Board meetings, maintaining Board records and contact information, attending Board meetings, and following up on action items.
• Serves as a liaison between the Executive Director and Museum Directors by coordinating communications, scheduling meetings, tracking follow-up items, facilitating the flow of information, and helping ensure timely completion of Executive Director priorities and organizational initiatives.
• Prepares and maintains the annual Board calendar and Board meeting schedules.
• Prepares presentations, reports, correspondence, and other materials under the direction of the Executive Director.
• Assists the Executive Director with organizing documents and maintaining departmental filing systems.
• Takes meeting notes and distributes meeting summaries and follow-up information.
• Supports the Executive Director in coordinating with local, city, state, and national representatives, Museum Directors, and external partners while maintaining current contact information and facilitating communication as needed.
• Coordinates Executive Director-sponsored programs, conferences, collaborations, and other organizational initiatives.
• Assists in coordinating cross-departmental meetings, projects, and organizational initiatives by preparing materials, communicating with department leaders, and monitoring follow-up actions.
• Provides support to the Development Department for donor appreciation events, including preparing mailing lists, assisting with guest registration, and greeting guests.
• Reviews and approves managers' timecards on a bi-weekly basis.
• Maintains the Board Room calendar for department use.
• Maintains office supply inventory for the Executive Administration Department.
• Coordinates with IT to ensure the effective operation of Executive Director and Board Room technology.
• Serves as Production Coordinator, managing select Museum publications, including production scheduling, coordination with authors, editors, publishers, photography, image rights procurement, print specifications, and proof review. We expect this to be an area in which the Exec. Assistant may develop skills on the job.
• Performs other related duties as assigned.

Knowledge, skills & abilities

• Excellent organizational, administrative, and project management skills with exceptional attention to detail.
• Excellent written, verbal, editing, and interpersonal communication skills.
• Ability to manage multiple priorities simultaneously while maintaining accuracy and meeting deadlines.
• Ability to exercise sound judgment, maintain strict confidentiality, and handle sensitive information with discretion.
• Ability to build and maintain positive working relationships with the Executive Director, Board of Trustees, Museum leadership, donors, elected officials, staff, and external partners.
• Strong proficiency with word processing, design, video, and other communication software.
• Ability to work independently while collaborating effectively across departments.
• Strong problem-solving skills and the ability to adapt to changing priorities.

Qualifications & requirements

• Bachelor's degree.
• Experience with executive administrative, office management; nonprofit experience preferred.
• Excellent organizational, communication, writing, and administrative skills.
• Experience supporting executive leadership and organizational governance.
• Ability to work occasional evenings, Board meetings, donor events, and other special events as departmental needs require.
• Regular and reliable attendance is required.

Physical & work environment requirements

• Ability to sit and move throughout Museum facilities for extended periods.
• Ability to use standard office equipment, computers, and audiovisual equipment.
• Ability to occasionally lift and carry office materials weighing up to 25 pounds.
• Ability to communicate effectively with Board members, donors, staff, volunteers, and external partners in a professional office environment.

The duties described above represent the general nature and level of work performed and are not intended to be an exhaustive list. Responsibilities may be modified or assigned based on departmental and Museum needs.

The salary range for this position is $24-$26/hour.

If you are interested in this position, send a letter of interest and c.v. to Deputy Director Kathy White (kwhite@TheDali.org) and Director Hank Hine (hhine@TheDali.org).